Four Ways to Restrict Access to Electronic Documents
If your company handles sensitive information regarding employees and customers or keeps confidential documents regarding business accounts and deals it is vital to restrict access to these files from the eyes of anyone else. Even if employees are reliable and well-trained in the area of document security just one small mistake to cause serious consequences to be incurred. Here are four tips to help you limit the access to electronic documents in order to prevent a breach.
It is possible to stop hackers from gaining access to protected files by using two-factor or multi-factor authentication protocols. The additional layer of security prevents them from stealing passwords and usernames to access confidential data. It also aids in compliance with laws like GDPR and HIPAA.
A requirement for an eSignature is a popular option for businesses that are keen to keep those who don’t have permission from accessing confidential files. This lets businesses confirm the identity of an individual before giving them access to confidential information. It also guarantees maximum security because any changes to documents are able to be spotted.
Custom permissions can be used to increase security by allowing managers to regulate sensitive files that are printed, copied, and opened. There are restrictions on the kind of changes a file can undergo too like changing the text or designs. These documents can also be equipped with an examine trail incorporated into them to enable administrators to monitor the activity and detect any unauthorized changes.
It’s also essential to make sure that everyone in the office is aware of the importance of keeping data safe whether it’s paper or digital files. This can be accomplished by implementing the “clean desk” policy, which ensures that all documents and papers are locked away or password-protected after an employee goes away from their workstation. All devices, including laptops, desktop computers or smartphones, are also cleaned of any information before they are powered off or removed.